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Annual Re-Registration

Re-registration from year to year IS NOT automatic.

Annual Re-Registration

Every year around February or March, our families will be sent a notice inquiring whether they are re-registering for the next school year, plan to transfer to another educational environment, or are graduating.

A legal guardian must respond and comply with all required documentation within the stipulated timeframe to receive priority re-registration.

Failure to execute all requirements in a timely manner will result in the loss of your student’s enrollment at GCA. After the re-registration window closes, students who were not re-registered will have to participate in New Student Enrollment.  This can result in the student being waitlisted and potentially being unable to secure a seat for the next school year.

I.  If re-registering for the next school year, then:

  1. A Legal Guardian or currently enrolled Independent Youth MUST confirm their intent to return by completing the re- registration process for the next school year.
    1. GCA will only recognize a Legal Guardian or currently enrolled Independent Youth identified within the current student data record. Any change to guardianship status requires verification.
  2. A Legal Guardian or currently enrolled Independent Youth must successfully complete the re-registration process by the given deadline.
  3. Submit Annual Proof of Residency (POR) – REQUIRED. Proof of residency can include any of the following documents:

Acceptable Documents

Supplemental Documents

(2 from this list)

Unacceptable Documents

·      Current-year Lease Agreement; address and signature page
·      Current within 60-days utility bill (gas, electric, water, internet/cable (has to be listed on bill), sewage/trash)
·      Current Mortgage statement or Home Purchase Agreement
·      Current Residential Property Tax letter
·      Current Homeowner / Renters insurance
·      Medicaid or DFCS (current) Form Letter
·   Letter from Housing Authority
·   Letter of Occupancy provided by religious organization as host
·   Current within 30-days Paystub
·   Current-year Automobile Registration
·   Current Car Tag Receipt
·   Current within 30-days bank statement (not credit card)
·   Auto insurance
·   Cell phone bill
·   Credit card statement
·   Medical bills
·   Addressed advertisement
·   Personalized envelope/letter
·   Documents recording out of the state of Georgia address

 

A)    Students must reside in Georgia to attend Georgia Cyber Academy.

B)     A notarized residency Affidavit of Residence accompanied by supporting documentation may be submitted in lieu of a legal guardian POR.

C)     IMPORTANT: Computers, equipment, and materials WILL NOT be shipped out of state.

4)     Beginning SY 20-21, the Parent/Guardian Photo Identification is Required. A copy of the legal guardian's state- issued photo identification must be provided. Acceptable photo identification includes: Driver's license, State Identification Card

5)  Please submit the student’s most recent Immunization Form (Form 3231)

A)     For SY 20-21, all re-registering students have 90-days from the first day of school to satisfy the health records requirements: Please submit the student’s most recent Immunization Form (Form 3231) if an update has occurred within the year or if the record remains outstanding.

B)     A Medical or Religious Exemption Immunization Waiver Form may replace a current Immunization Form (Form 3231)

C)     Immunizations are still required for the virtual educational environment because students may interact at state testing, meet and greets, in-person events, competitions, graduation, awards functions, specialized educational service sessions, conferences, and on field trips.

D)     Immunizations or a waiver are required by law and is designed to keep Georgia students free from many debilitating and life-threatening diseases.

E)      Immunization Forms are obtained through your child’s pediatrician, doctor, or medical provider at minimal to no cost. You may also request a copy from the Georgia Registry of Immunization Transactions and Services at 1-888-523-8076; FAX your request to 404-657-7496; or send an email to dph- gaimmreg@dph.ga.gov.

F)      It is easier to get these forms at your normal doctor visit and just keep them in a file to upload each year. Ask at the start of your appointment and don’t forget them before you leave.

G)     Lead time is usually 10 days or 2 weeks if you do not get a copy of the form at your child’s annual well-child appointment and/or each time they get a flu shot or new immunization.

H)     Kindergarten and newly enrolling students are REQUIRED to submit a CURRENT Immunizations Form to document that all required vaccines have been received.

a.      ‘Current’ means within 12 months of the start of school.

b.      A Medical or Religious Exemption Immunization Waiver Form may replace a current Immunizations Form.

I)       7th grade students are REQUIRED to submit a CURRENT Immunizations Form to document that all required vaccines have been received.

a.      ‘Current’ means within 12 months of the start of school.

b.      Immunization Boosters are required for 7th grade enrollment.

c.      A Medical or Religious Exemption Immunization Waiver Form may replace a current Immunizations Form.

J)       11th grade students are REQUIRED to submit a CURRENT Immunizations Form to document that all required vaccines have been received.

a.      ‘Current’ means within 12 months of the start of school.

b.      Immunization Boosters are required for 11th grade enrollment.

c.      A Medical or Religious Exemption Immunization Waiver Form may replace a current Immunizations Form.

d.      Due to the 2019 novel coronavirus (COVID-19) pandemic, the Department of Public Health has revised its rules, postponing the implementation of the high school meningococcal conjugate vaccine (MCV4) booster dose deadline requirement from July 1, 2020, to July 1, 2021. For SY 20-21, GCA will only require the most current copy of the Certificate of Immunization (Form 3231) to be recorded with your student’s record.

6)  Please submit the student’s most recent 3300 Form – Eye, Ear, Dental, and Nutrition Screening Form

A)     A 3300 Form is REQUIRED to be on file for all students.

B)     For SY 20-21, all re-enrolling students have 90-days from the first-day of school to satisfy the health records requirements: Please submit the student’s most recent Eye, Ear, Dental, & Nutrition Screening Form (Form 3300) if an update has occurred within the year or if the record remains outstanding.

C)     These are very important as a student’s hearing, vision, nutritional requirements, and dental status may change from year to year and this can drastically impact a student’s ability to learn.

D)     3300 Forms are obtained through your child’s pediatrician, doctor, or medical provider at minimal to no cost. (They will denote information from prior tests completed at a medical visit and/or screening. The screenings and/or tests may not be free depending on where they were obtained and/or your insurance plan.)

E)      It is easier to get these at your annual doctor and/or dental visit and just keep them in a file to upload each year at re-enrollment. Ask at the start of your appointment and don’t forget to pick them up before you leave.

F)      Lead time is usually 10 days or 2 weeks if you do not get a copy at your student’s annual well-child appointment and/or each time they get a flu shot or new immunization.

G)     More than one 3300 Form may be submitted if sections are filled out by multiple medical/healthcare/dental professionals.       Most often people submit two forms, one from their student’s dentist and one from their student’s doctor. However, you may submit up to four 3300 Forms to satisfy all sections of this item.

a.      A pediatrician, general doctor, or healthcare professional may fill out the eye, hearing, and nutrition sections.

b.      An optometrist or ophthalmologist may fill out just the eye section on a separate form.

c.      An ENT (ear, nose, and throat doctor) or audiologist may fill out just the hearing section on a separate form.

d.      A nutritionist may fill out just the nutrition section on a separate form.

e.      A dentist may fill out the dental section on a separate form.

7)      Please submit a Financial Information Form

A)     This form is used ONLY for the purpose of securing additional federal and state funding.

B)     This information is only submitted to state and federal program authorities upon request for the purpose of securing additional school funding.

C)     The additional funding secured by your filling this form out annually is used to purchase additional academic support tools, fund family engagement and support programs, hire additional support personnel, fund additional student activities, lower class sizes, etc.

D)     Only forms completed within six (6) months of the start of the next school year are considered valid by the State.

E)      Failure to complete this form may result in less funding which could result in the loss of some academic support programs and materials, as well as, many engagement activities.

II.I f NOT re-enrolling your student for the next school year, the legal guardian should complete the following by the indicated deadline:

1)      Follow the email directions for relinquishing your student’s place at GCA.

2)      Fill out a Records Transfer Request Form indicating where you student’s records should be sent

OR submit a Declaration of Intent to Homeschool form if you will not be attending another school.

3)      Return student computer(s), printer, materials, and any other equipment supplied by GCA. Return labels will be emailed to the email address on file, as well as mailed to the current address on file. If you need additional or replacement labels, contact your FSL.

III.  If the student is on track to graduate, then the legal guardian should complete the following by the indicated deadline:

1)      Congratulations!

2)      We hope that you join us for all the GCA graduation activities that will be held in Atlanta.

3)      Request your transcript by emailing transcripts@georgiacyber.org or through Naviance to be sent to the military, colleges, universities, technical schools, certification programs, and/or employers. For Processing Time, select Hold for Grades if you want to wait until semester grades have posted to your transcript before it is delivered.

IV. If the student is a SENIOR AND WILL BE LESS THAN 21 years of age PRIOR TO THE START OF THE NEXT SCHOOL YEAR and IS NOT on track to graduate OR is in danger of NOT successfully completing enough credits to graduate, then the legal guardian should complete the following steps by the indicated deadline:

1)      Complete the re-registration application via your Parent Portal account in Infinite Campus.

2)      Don’t get discouraged! Your student may just require a little more time to complete the required number of credits to successfully graduate.

3)      ENCOURAGE YOUR STUDENT TO KEEP WORKING!!!! We are verifying credits every minute prior to graduation. Many students are able to successfully complete all credit requirements if they just put forth that last bit of effort right before the graduation verification deadline.

4)      Talk to your student’s counselor about a plan for graduation. WE ARE THERE TO HELP!!!!

5)      If you Re-enroll and your student does successfully graduate, please let us know so that we can remove them from our next year’s roster and then follow the directions for the ‘On Track to Graduate’ process stated above.

V.   If the student is a SENIOR AND WILL BE 22 years of age PRIOR TO THE START OF THE NEXT SCHOOL YEAR and IS NOT on track to graduate OR is in danger of NOT successfully completing enough credits to graduate, then the legal guardian should complete the following steps by the indicated deadline:

1)      Complete the re-registration application indicating your student will not be re-enrolling.

2)      Don’t get discouraged! Your student may just require a little more time to gain the required academic foundational skills. Not everyone was meant to follow the same path.

3)      CONTACT YOUR SUDENT’S COUNSELOR! There are options and we can help your student find a successful path forward.

4)      Request your transcript by emailing transcripts@georgiacyber.org or through Naviance to be sent to GED programs, certification programs, and/or employers. For Processing Time, select Hold for Grades if you want to wait until semester grades have posted to your transcript before it is delivered.

5)      Return student computer(s), printer, materials, and any other equipment supplied by GCA. Return labels will be emailed to the email address on file, as well as mailed to the current address on file. If you need additional or replacement labels, contact your FSL.

More information may be found on our website https://www.georgiacyber.org/enrollment or by contacting an Enrollment & Records Specialist at enrollment@georgiacyber.org or 470-400-7887.